California Science Center - CalCareers



Classification Title: Staff Services Manager I – Class Code 4800Working Title: Fiscal OfficerDUTY STATEMENTBrief description of the Position’s Organizational Setting and Major FunctionsUnder the general direction of the Executive Director, the Staff Services Manager I is responsible for the California African American Museum’s (CAAM) long range and annual budgeting plan that include but are not limited to:Planning, organizing, directing and executing accounting (including accounts receivables, accounts payable, travel, cashiering, general ledger and all FI$CAL transactions), budget and business services activities;Preparing fiscal reports including the board monthly budget reports and financial statements;Ensuring all procedures are in accordance with the Budget Act and generally accepted accounting practices of the State Administrative Manual, State Contracting Manual, Board of Control and CAAM policies and procedures.The Fiscal Officer is the primary person responsible for development and implementation of accounting and business services policies and procedures pertaining to budget, accounting, contracting, procurement and business service.The Fiscal Officer will function in a demanding and changing environment which requires the incumbent to act with a high degree of confidentiality, accuracy and independence. Incumbent must be able to read, understand and synthesize data/information, plan and apply sound judgment and political sensitivity in researching and developing documents and material. Assignments may require to work in varied hours as well as travel.ESSENTIAL FUNCTIONSUnderstands how to address sensitive matters and when to elevatePossess strong analytical skills, written and verbal communication skills, ability to manage and prioritize multiple assignments and meet deadlines;Possess strong time management and organizational skills to effectively maintain routine workload and respond to short term or long-term projects;Possess strong computer skills, math and accounting skills; Provide responsive, high-quality customer service to employees, representatives of outside agencies and members of the public by providing accurate, complete and up-to-date information, in a courteous, efficient and timely manner;Effectively provide inter and intra agency coordination;Serve as lead over staff from various unit/departments on special projects. Ability to work flexible hours;Travel as necessary. % of time performing duties: 25%% of time performing duties: 20%% of time performing duties: 20%% of time performing duties: 15%% of time performing duties: 10%% of time performing duties: 5%% of time performing duties: 5%Budget and Financial ReportingOversee and manage California African American Museum’s (CAAM) implementation, use and compliance of Fi$Cal system. Prepare and manage monthly and annual budget, prepare and reconcile monthly and year-end financial reports. Work with internal units, as well as with control agencies to ensure compliance with budgetary policies. Review and makes recommendations on proposed revisions as needed. Evaluate and analyze information and prepare findings and recommendations. Monitor Journal Entries, Accounts Payable and Receivable Entries, ensure corrections and documentations, CalCard monitoring, and PFA’s are executed. Attends State Board of Directors meetings, provides and presents budget reports to the Board members on a monthly basis. Prepare Budget Change Proposals (BCP) for review and approval.Management and SupervisionProvides supervision, direction and guidance to staff on more complicated or highly sensitive fiscal and business services matters. Train and evaluate the performance of staff, and instruct them on the more difficult problems.Procurement/Contract ManagementAssignments include, but are not limited to the following: Manages the procurement process for all goods and services needed for the department; Identifies and initiates the appropriate procurement method for needed goods and services and manages the entire procurement process including contract management, invoicing, payment and assessment of services/good renders. Accounting and Business ServicesMaintains oversight over internal controls in all areas of accounting and business services. Ensure reviews for accuracy of contracting and procurement procedures, protocols and checks and balance are followed. Review and audit invoices, documentations and claim schedules to certify appropriate use of public funds. Seek out data sources, collect information and supporting documents.Annual Governor’s Budget Preparation and ReportingPrepare necessary schedules, responds to control sections and support material for accurate and timely completion.Advises and assists management and executive members in preparing and presenting budget proposals, reports, studies and correspondence. Assist the Director with Board of Director’s budget conferences and committees. Assists in the representation of CAAM’s budget to the Department of Finance legislative committees. Participates in the development of, analyzes and interprets legislation having fiscal implications on CAAM. Budget Letters and DrillsReviews laws, rules and regulations pertaining to all areas of budget. Accurately reviews and understands budget letter and control agency drills. Prepares response in timely manner. Performs necessary research and gathers documentation. Proactively seeks out and identifies source documents. Assists in the preparation of Budget Change Proposals, Finance Letters, Budget Revisions, May Revision or periodic drills and exercises in support of Executive Director requests and CAAM needs. Submits information in a timely and accurate manner.Participates in Required Trainings, Special Projects and Other Duties as AssignedParticipate and attend required training. Special projects involve short-long term assignments.KNOWLEDGE, SKILLS AND ABILITIESADDITIONAL KNOWLEDGE, SKILLS AND ABILITIESDESIRABLE CHARACTERISTICSSPECIAL PERSONAL CHARACTERISTICSINTERPERSONAL SKILLSWORK ENVIRONMENT & PHYSICAL ABILITIESKnowledge of: Current principles of public and business administration; principles and practices of public administration; budget process; procurement and contract process.Ability to:Manage staff and resources effectively. Reason logically and creatively and utilize a variety of research and analytical techniques to resolve complex governmental and managerial problems. Keep executive management apprised of key issues; Effectively communicate issues. Utilize, manage and coordinate the work of interdisciplinary teams. Analyze situations accurately and adopt an effective course of action. Keep accurate records and prepare reports; effectively contribute to the department's and unit’s mission.Additional Knowledge:Stays current with trends and research in appropriate subject topics relating to government policies and directives.Displays strong ethics, takes proactive measures to resolves matters timely. Incumbent is highly organized, consistent in application of policies and procedures, able to work within demanding timeframes, maintain a positive attitude and is able to maintain a productive workloadWillingness to work effectively with all levels of staff, work in varied hours as required; proven ability to work independently; and maintain effective relationships with the control agencies, public, other departments, contractors and suppliers. Ability to speak and write effectively, and maintain written records. Ability to prioritize, organize and delegate assignments and meet municate effectively with individuals from varied experiences, perspectives and backgrounds. Excellent written and oral communications skills. Ability to develop a team environment.Some of the below Work Environment requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation per the American Disability Act (ADA).Multiple state facilities located on campus-like setting;Administrative office building with secured area for confidential information and public reception area for employees and visitors;Museum facilities are open to the public;Public park areas and facilities.Ability to sit for long periods, travel to hearings, meetings, etc. and carry out emergency response assignments as needed.Supervisor’s Statement: I have discussed the duties of the position with the employee.Supervisor Name (Print)Supervisor SignatureDateEmployee’s Statement: I have read and understand the above duty statement and have discussed with my supervisor the duties of the position. I have received a copy of the duty statement.The statements contained in this duty statement reflect general details as necessary to describe the principal functions of this job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absence of relief, to equalize peak work periods or otherwise to balance the workload.Employee Name (Print)Employee SignatureDate ................
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